Executive Assistant (Mining / Finance / Exploration) - Toronto, Canada

GATESOURCE HR; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A recruitment firm in Toronto is seeking a proactive Executive Assistant to support the executive team. The role involves managing calendars, assisting with financial operations, and coordinating travel logistics. Ideal candidates have 3-6+ years of experience and familiarity with the mining industry. Competitive salary and benefits are offered.

Benefits

Competitive salary

Benefits commensurate with experience

Qualifications

• 3–6+ years as an Executive Assistant or Chief-of-Staff coordinator.
• Exposure to mining, energy, or heavy industry preferred.
• Comfortable with budgets and expenses analysis in Excel.

Responsibilities

• Manage complex calendars and coordinate with site leaders.
• Assist in drafting and assembling board and investor materials.
• Track expenses and prepare accrual summaries.

Skills

Executive support

Budgeting and financial analysis

Crisp writing and presentation skills

Expert in Microsoft 365 / Google Workspace

Attention to detail

Tools

Microsoft Excel

Microsoft PowerPoint

Concur

DocuSign

Job description

Job Description

We’re seeking a proactive Executive Assistant to support our client's executive team in Toronto. The ideal candidate brings experience in or exposure to the mining sector and a strong grounding in finance. You’ll blend classic excellence (calendars, travel, board coordination) with hands‑on support for budgeting, reporting, investor materials, and vendor / admin workflows common in mining.

What You’ll Do

Executive support : Own complex calendars, meeting prep / follow-ups, and inbox triage across time zones; coordinate with site leaders and external partners.

Board & investor materials : Assist with drafting, formatting, and assembling board decks, earnings / quarterly updates, and press‑ready documents; manage version control and data rooms.

Finance operations : Track expenses and POs, reconcile corporate cards, prepare accruals summaries, assist FP&A with actuals vs. budget rollups, and maintain key finance calendars (month / quarter close, audit).

Document & data stewardship : Maintain accurate files (contracts, MSAs, NDAs, permits), organize NI 43‑101 / technical report timelines with SMEs, and ensure consistent naming / archiving.

Travel & logistics : Coordinate multi‑leg travel to mine sites, conferences (PDAC and others), visas / permits, and safety / compliance documentation.

Meeting readiness : Build agendas, capture minutes, track actions / owners, and ensure briefings contain the right KPIs (production, AISC, capex, project milestones).

Vendor & stakeholder coordination : Liaise with banks, auditors, legal counsel, IR, and site admin; shepherd signatures and approvals.

Requirements

• 3–6+ years as an Executive Assistant or Chief‑of‑Staff‑style coordinator; at least some exposure to mining, energy, or heavy industry.
• Comfortable with budgets, invoices, accruals, and basic analysis in Excel / Sheets (LOOKUPs, pivots); able to quality‑check numbers and flag anomalies.
• Crisp writing and presentation skills; can turn rough notes into polished slides and concise briefs.
• Expert with Microsoft 365 / Google Workspace; strong PowerPoint and Excel; expense and travel tools (e.g., Concur / Expensify); e‑signature and data room platforms (e.g., DocuSign, SharePoint / Box).
• Exceptional attention to detail, confidentiality, and follow‑through; thrives in fast‑moving, deadline‑driven environments.
• Handles sensitive financial and corporate information with care.

Benefits

Competitive salary and benefits commensurate with experience